Administrative and Safety Assistant

Your Opportunity

Stantec is looking for an individual to fill a part-time Administrative and Safety Assistant role to provide both office support and office safety to our Sudbury and North Bay offices. The appropriate person will be self-driven and will proactively work with the Office Leader to assess office compliance on safety and to provide administrative support. The role will require 15 hours per week and will require travel to both the Sudbury and North Bay offices.

Your Key Responsibilities

Administrative Duties

• Provide administrative support to the Sudbury and North Bay offices including projects and proposals. 
• Organise, attend, and note meeting minutes including the coordination and tracking of action items and deliverables.
• Create and maintain project plans, schedules, and deliverables.
• Assist with document control including digital filing and archiving.
• Invoice processing – scanning into the AP system and coding.
• Order office supplies.
• Respond to staff needs in a timely and effective manner.
• Building maintenance/housekeeping – tracking/reporting maintenance/housekeeping issues to property management team.

Office Safety and Environment Coordinator (OSEC) Duties 

• Maintain the Office Activity Manager (OAM) containing the forms, reports, and training records required by the HSSE Program.
• Assist PMs, supervisors, and others in obtaining PPE, safety, and environment equipment for employees.
• Coordinate HSSE training as identified by HSSE Program requirements, hazard assessment, and Safe Work Practices (SWP).
• Conduct HSSE Program and Office Safety Orientation for new & transferred employees.
• Act as a local resource for HSSE comments, suggestions, reporting, and compliance.
• File reports and assist (as needed) in investigations and corrective actions following an incident.

Your Capabilities and Credentials

• Valid full Class G driver’s licence.
• Excellent written and verbal communication skills.
• Problem-solving and investigation skills.
• Strong multi-tasking skills with the ability to prioritise and organise multiple concurrent assignments.
• Must be proactive and willing to take initiative.
• Ability to operate independently in a fast-paced and multi-disciplinary environment.
• Ability to work with diverse teams and people, including Management.
• Experience using computer applications and software (Microsoft Office preferred).
• Experience in the consulting industry would be an asset.

Education and Experience

College diploma or equivalent with minimum of four years’ experience as Administrative Assistant; or an equivalent combination of education and related experience (i.e., high school diploma plus five years’ experience)

This description is not a comprehensive listing of activities, duties or responsibilities that may be required of the employee and other duties, responsibilities and activities may be assigned or may be changed at any time with or without notice.

About Stantec

Stantec is a global leader in sustainable engineering, architecture, and environmental consulting. The diverse perspectives of our partners and interested parties drive us to think beyond what’s previously been done on critical issues like climate change, digital transformation, and future-proofing our cities and infrastructure. We innovate at the intersection of community, creativity, and client relationships to advance communities everywhere, so that together we can redefine what’s possible.